DESCRIPTION: Any record, regardless of format, that is issued by a governmental entity for public distribution at the total or partial expense of that governmental entity. See Utah Code Section 9-7-101 8(a)(b) (2010) and 9-7-208 (2006)

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

AUTHORIZED: 10/20/1993

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then transfer to State Archives with authority to weed.

APPRAISAL

PRIMARY DESIGNATION

Public

AGENCY: Board of Education. Office of Education. School Law and Legislation

DESCRIPTION: Copies of legal interpretations of the Attorney General's office written at the request of an agency asking for guidance in enforcing, obeying, and/or interpretation of the law. The Attorney General's Office maintains the record copy of all official opinions.

RETENTION

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

AUTHORIZED: 09/28/1993

FORMAT MANAGEMENT

Paper copy: Retain in Office until administrative need ends and then destroy.

APPRAISAL

PRIMARY DESIGNATION

Public

AGENCY: Board of Education. Office of Education. School Law and Legislation

DESCRIPTION: This log is used as a record of opinions requested from the Attorney General's office and as a finding aid for the opinions themselves. The records are maintained in a three-ring binder and have two parts. The log records the name of the Utah State Office of Education (USOE) attorney requesting the opinion, date requested, date received, the subject number used for arrangement of the filing of the opinion, the Attorney General's opinion number, and the subject of the opinion. Behind the summary log described above is the second part of the record which contains the letter from USOE to the Attorney General's office; also included with this letter would be any correspondence from third parties which prompted the request for the opinion.

RETENTION

Retain until referenced opinions are no longer valid.

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series were specifically approved by the State Records Committee.

APPROVAL

APPROVED: 08/28/1996

FORMAT MANAGEMENT

Paper: Retain in Office until referenced opinions are no longer valid and then destroy.

APPRAISAL

This disposition is based on the administrative needs expressed by the agency

PRIMARY DESIGNATION

Public

AGENCY: Board of Education. Office of Education. School Law and Legislation

DESCRIPTION: These records contain correspondence between the School Law and Legislation attorneys and people outside of the Utah State Office of Education. Generally, this correspondence is with school districts, but could be with anybody interested in education law matters. Copies of incoming correspondence are usually attached to the responses. Computer copies of the outgoing correspondence are also maintained.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

AUTHORIZED: 03/27/2015

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then transfer to State Archives with authority to weed.

Computer data files: Retain in Office until paper copy is filed or until 3 years, whichever comes first, and then delete.

APPRAISAL

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected. Any correspondence concerned with investigations of criminal or civil wrongdoing of a school or employee [UCA 63G-2-305(8), (15), (16)] or personal recommendations [UCA 63G-2-305(24)]

DESCRIPTION: Records of hearings conducted as part of the regulatory process and hearings on proposed rules and changes; they may be maintained with related information including meeting notices, proofs of publications, meeting minutes, and the conclusions reached. UCA 52-4-200 (2009) requires that written minutes be kept of all open meetings. May include audio and video recordings.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

AUTHORIZED: 09/28/1993

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then transfer to State Archives with authority to weed.

APPRAISAL

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected. Notes of Hearing Officer [UCA 63G-2-305(33)]

AGENCY: Board of Education. Office of Education. School Law and Legislation

DESCRIPTION: These files contain copies of documents retained strictly for reference and informational purposes which are not part of the official files. Include copies of reports, studies, special compilations of data, drawings, periodicals, books, clippings, brochures, catalogs, and vendor price lists.

RETENTION

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

AUTHORIZED: 09/28/1993

FORMAT MANAGEMENT

Paper: Retain in Office until administrative need ends and then destroy.

APPRAISAL

PRIMARY DESIGNATION

Public

AGENCY: Board of Education. Office of Education. School Law and Legislation

DESCRIPTION: These records include copies of the contracts with vendors for services used by the School Law and Legislation section. Included are the contracts, warrant requests, and related correspondence. Record copies are maintained by the Division of Finance.

RETENTION

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

AUTHORIZED: 09/29/1993

FORMAT MANAGEMENT

Paper copy: Retain in Office until contract ends and then destroy.

APPRAISAL

PRIMARY DESIGNATION

Public

AGENCY: Board of Education. Office of Education. School Law and Legislation

DESCRIPTION: These records are a compilation of most of the accounting records maintained directly in School Law and Legislation. They include travel requests and reimbursements, communication from accounting, and documentation of the purchasing activities of School Law and Legislation. Purchases may be for supplies or for workshops and conferences attended by section employees. These records include a Request for Approval of Trip form (DF-5), which shows the planned itinerary and the costs of the trip. Supporting documentation, such as conference agenda are attaches. Upon completion of the trip, a DF-5A Reimbursement form is completed. Also included are Purchase Authorization Forms (C-8) and the supporting documentation for each request. The authorization includes the name of the vendor, items ordered, and cost of the items.

RETENTION

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

AUTHORIZED: 09/29/1993

FORMAT MANAGEMENT

Paper copy: Retain in Office for 3 years and then destroy.

APPRAISAL

PRIMARY DESIGNATION

Public

AGENCY: Board of Education. Office of Education. School Law and Legislation

DESCRIPTION: On an annual basis, the School Law and Legislation section sponsors a seminar on education law in Utah. These files contain the program for each seminar in addition to attendance lists, correspondence related to the seminar, and possibly copies of handouts or similar material distributed at the seminar.

RETENTION

Retain 5 years.

DISPOSITION

Transfer to the State Archives with authority to weed.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series were specifically approved by the State Records Committee.

APPROVAL

APPROVED: 08/29/1996

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then transfer to State Archives with authority to weed.

APPRAISAL

This disposition is based on the historical insight these records provide on educational law and the role this office has played.

PRIMARY DESIGNATION

Public

AGENCY: Board of Education. Office of Education. School Law and Legislation

DESCRIPTION: This series contains miscellaneous personnel information including, but not limited to, performance evaluations. These records are kept in order to have a ready reference within the section. The record copies are maintained by the Office of Education's Human Resource Management.

RETENTION

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

AUTHORIZED: 09/29/1993

FORMAT MANAGEMENT

Paper copy: Retain in Office until administrative need ends and then destroy.

DESCRIPTION: These logs are maintained by each employee and are intended to provide a record of all telephone calls into the School Law and Legislation section. Since each employee maintains a log, more than one single chronological arrangement exists. The records identify the caller, date and time of call, subject discussed, and action taken or advice given.

RETENTION

Retain 10 years or until administrative need ends.

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series were specifically approved by the State Records Committee.

APPROVAL

APPROVED: 08/29/1996

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years or until administrative need ends and then destroy.

APPRAISAL

This disposition is based on the administrative needs expressed by the agency and by the length of any statutes of limitations to which these records may pertain.

PRIMARY DESIGNATION

Public

AGENCY: Board of Education. Office of Education. School Law and Legislation

DESCRIPTION: This series includes copies of all time sheets for School Law and Legislation employees. Time sheets generally indicate the name, social security number, and daily hours worked for each employee over a two-week pay period. These records are interfiled with executive correspondence and technical reference files.

RETENTION

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

AUTHORIZED: 09/29/1993

FORMAT MANAGEMENT

Paper copy: Retain in Office for 1 year and then destroy.

APPRAISAL

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. Social Security number, home address, and payroll deductions, if shown.

AGENCY: Board of Education. Office of Education. School Law and Legislation

DESCRIPTION: These case files are compiled and retained based on complaints against licensed educators. They are used to make disciplinary decisions. Documents include investigative work of Utah Professional Practices Advisory Commission employees, law enforcement and court reports, hearing reports, and letters or agreements completing the disciplinary process. Prior to 1997, attorney work product was included in these files.

RETENTION

Retain 50 years after case closes

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series were specifically approved by the State Records Committee.

APPROVAL

APPROVED: 09/29/2011

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after case closes and then transfer to State Records Center. Retain in State Records Center for 45 years and then destroy.

APPRAISAL

These files need to be available throughout the teaching career of the individual.

PRIMARY DESIGNATION

Private

AGENCY: Board of Education. Office of Education. School Law and Legislation

DESCRIPTION: These files document complaints against licensed educators. They are maintained by the staff attorney as a separate investigative file from the Utah Professional Practices Advisory Commission case files (series 23860). They are used to make disciplinary decisions. Documents include investigative work of Utah Professional Practices Advisory Commission employees, law enforcement reports, court records, hearing decisions, attorney work product, and letters or agreements completing the disciplinary process.

RETENTION

Retain 50 years after case closes

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series were specifically approved by the State Records Committee.

APPROVAL

APPROVED: 09/29/2011

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after case closes and then transfer to State Records Center. Retain in State Records Center for 45 years and then destroy.

APPRAISAL

These files need to be available throughout the teaching career of the individual.